About This Automation
Buyer and seller enquiries arrive across email, text, and listing portals, and someone has to find them, qualify them, and reply before the moment passes. Doing this by hand means scanning multiple inboxes, retyping details into a spreadsheet, and drafting replies one at a time.
An automated version reads every enquiry as it lands, matches it to the right listing, and sends a personalized reply once the lead is qualified. The result is a faster first response and a cleaner, more accurate lead record with no manual retyping.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
Every enquiry from the website, Zillow, Realtor.com, or a text-to-email gateway lands in the monitored inbox.
The automation extracts contact details, source, and the referenced listing straight from the message.
A structured contact and deal record is created automatically with the parsed details attached.
Once budget and timeline are confirmed, the automation drafts a reply referencing the exact property.
Leads that fail the budget or timeline check route to the sales manager for a manual look before any reply goes out.
The qualified reply is sent from the agency inbox within minutes of the enquiry arriving.
The lead is assigned to the territory and a follow-up task is scheduled.
The sales manager gets a message confirming the lead was captured, replied to, and assigned.
Most popular tool stack used
— the complete tool combinations companies use
Gmail
HubSpot
Google Calendar
Slack
Microsoft ExcelWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
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Frequently asked questions
Everything you need to know before mapping this process.
Map this to your business to get your exact numbers.
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